New Year's Dive checklist

A New Year's dive needs more than a swimming spot and a countdown. You need a clear route, a documented safety plan, supervisors, first aid and a way to keep participants warm before and after the swim. This checklist takes you from confirming the date and checking regulations to registration, weather checks, signage and the final setup. It also covers practical details people often leave too late, such as dietary requirements, volunteer instructions, changing booths, hot soup and access to power.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Check permits and regulations
Determine swimming area and route
3 people
Make the diving safety plan
3 people
Arrange supervisors and first aid
2 people
Reserve venue and facilities
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Monitor the weather forecast
Send participant information
2 people
Send the volunteer briefing
Do the shopping
3 people
Chill drinks
2 people
Prepare soup and hot drinks
3 people
Print participant list
Carry out weather and water checks
2 people
Check the venue for safety
3 people
Building tents and canopies
5 people
Set up tables and chairs
4 people
Place barriers along the swimming area
4 people
Put up route and information signs
2 people
Set up changing rooms
3 people
Set out first aid and safety equipment
2 people
Set up registration desk
2 people
Set up the catering buffet
4 people

Event

Welcome participants and volunteers
4 people
Register participants
3 people
Give safety instructions
3 people
Guide the start of the New Year's dip
6 people
Supervise the swimming area
6 people
Serve hot drinks and soup
4 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Receive wet participants
3 people
Collect Waste During the Event
2 people
See off the last participants
2 people

Aftercare

Clean up the buffet and kitchen
4 people
Take down tents and barriers
5 people
Clear tables and chairs
4 people
Clean the grounds
4 people
Wash tableware and equipment
3 people
Take waste to the collection point
2 people
Check borrowed materials
2 people
Store materials clean and dry
2 people
Return rented materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
Changing boothsqty 4
Coat racksqty 4

Equipment

Coolersqty 6
Kettlesqty 3
Soup kettlesqty 3
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Megaphonesqty 2

Tableware

Reusable cupsqty 150
Soup bowlsqty 120
Platesqty 120
Cutlery setsqty 120
Thermos flasksqty 8

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 6
Serving spoonsqty 6
Serving traysqty 8
Food warmersqty 4

Safety

First aid kitsqty 2
Life ringsqty 3
Thermal blanketsqty 20
Reflective vestsqty 12
Flashlightsqty 6
Crowd control barriersqty 12
Conesqty 20

Information

Registration desk
Information boardsqty 6
Route arrowsqty 10
Waterproof markersqty 6
Clipboardsqty 4
Wristbandsqty 150

Decorations

New Year flagsqty 12
Buntingqty 6

Lighting

LED string lightsqty 6
Work lightsqty 4

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Hand brushes and dustpanqty 3

Catering

Groceries

Tips

Start with the date, location and swimming area, then check permits and local regulations before opening registration. Allow at least 6–8 weeks for approvals or venue arrangements if the site is not already confirmed.
Set a registration deadline about 7 days before the dive. Use the final participant list to confirm numbers, collect dietary requirements and plan cups, soup portions, changing space and volunteer coverage.
Send participant information at least 3 days beforehand, including arrival instructions, the route, what to bring, water-safety rules and what happens if the weather or water conditions are unsafe. Brief volunteers separately so supervisors know their exact positions.
Complete the weather and water checks on the morning of the event and make the go/no-go decision before participants change. Keep life rings, first aid kits, thermal blankets, flashlights, barriers and reflective vests together where supervisors can reach them immediately.
Set up tents, changing booths, coat racks, tables and chairs before registration opens. Test kettles, soup kettles, extension cords, power strips and the portable speaker early; cold drinks can be chilled while the hot soup and drinks are prepared.

Frequently asked questions

How far in advance should I organise a New Year's dive?: Start planning at least 6–8 weeks before the event. Confirm the location, regulations, safety arrangements and venue first, then open registration once the swimming area and route are settled.
When should registration close for a New Year's dive?: Close registration around 7 days before the dive. That gives you time to process entries, collect dietary requirements, print the participant list and brief volunteers using reliable numbers.
When should I check the weather and water conditions?: Monitor the forecast during the final week, then carry out the final weather and water checks on the event morning. Make the safety decision before the swim and communicate any change immediately.
How much time is needed to set up a New Year's dive?: Allow at least 2–3 hours for event-day setup, depending on the site. Put up tents, barriers and signs first, then arrange registration, changing areas, safety equipment, tables and the hot-drinks station.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.